Executive Secretary- SDM Dean's Office Job Number: 1090665 Date Posted: 02/03/2012 Application Deadline: 2/18/2012 Job Description Posting Number: 1200081 Applications for this position will only be accepted online. To apply, please visit: www.ubjobs.buffalo.edu/applicants/Central?quickFind=54928 Position Summary: The Executive Secretary for the Dean in the School of Dental Medicine will be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings. The incumbent is responsible for handling incoming and outgoing electronic communications on behalf of the Dean and senior management, will draft important communication and reports, and assist management with preparation of presentation materials. The ability to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner is critical. The incumbent will work closely with the senior management and assist in coordinating School projects. The Executive Secretary must be adept at arranging travel schedules and making reservations for executive management as needed. Duties and Responsibilities: 1. Assist with management of faculty development, outcomes assessment, information gathering, and other projects of similar nature as needed. 2. Manage planning, creation, marketing, and delivery of events and meetings. 3. Assist with marketing efforts of the School. 4. Screen calls and visitors for the Dean and Associate Dean for Administration 5. Prepare meeting and/or briefing materials 6. Manage the Dean's and the Associate Dean for Administration's calendars 7. Make travel arrangements and submit for reimbursement 8. Prepare correspondence 9. Maintain school and other listservs for efficient communication 10. Maintain the Dean's Office files 11. Prepare documents and reports for external and internal distribution 12. Prepare and send email messages for communication to the dental school population 13. Prepare for, schedule, create agendas, minutes, and communications for: a. Associate Deans' Meetings b. Chairs' Meetings c. Executive Council meetings d. Faculty meetings 14. Assist with faculty promotion and tenure recommendation process 15. Assist with Commencement planning; make arrangements for senior banquet and related receptions and programs. 16. Help with general office needs, providing support and assistance to other administrative staff as needed 17. Assist with general office tasks such as answering telephones, sorting mail, assisting visitors as needed Minimum Qualifications: Associate's Degree and a minimum of 5 years experience supporting management at the executive level is required. Calendar management skills, PowerPoint presentation creation skills, expertise with MS Office, including Word, Excel, PowerPoint and Outlook are essential. Experience with scheduling travel arrangements for management is required. Strong interpersonal and verbal and written communication skills and ability to maintain confidentiality is essential. Strong decision making skills, attention to detail and ability to work independently with little or no supervision is required. Preferred Qualifications: A Bachelor's degree, and support experience in a professional services or health care environment is preferred. Experience in successfully creating or modifying processes is preferred. Salary Range: $35,000 - $50,000 FTE: 1.00 The University at Buffalo is an Equal Opportunity Institution. The University at Buffalo is an Equal Opportunity Institution. Contact: University at Buffalo Buffalo, NY United States
